Service and Project Support Coordinator (Administrative Support Coordinator II), FM Admin

Job Summary:

Under the general direction of the Executive Director Facilities Planning Design & Construction with primary responsibility to the Manager of Capital Outlay Administration the Service & Project Support Coordinator performs work assignments that typically include Coordination of Administrative Clerical Customer Service and project support functions in support of Facilities Planning and Management operations.

Responsibilities:

Customer Service / Dispatcher

• Coordinate administrative and operational objectives of Facilities Service Center on behalf of the Facilities Planning and Management Department and the campus community.
• Receive process and track customer service requests and/or work order requests received in person by written/typed form by telephone via fax via Web page or via email.
• Acknowledge research and clarify customer service requests; inquire and determine the scope and degree of urgency of emergency service requests and emergency work requests; notify unit shop and/or crew personnel and supervisors of any emergency requests.
• Schedule requests for building shutdowns and customer notification.
• Dispatch calls to trades staff track outgoing and incoming calls; ensure all calls have been dispatched and responded to each day.
• Work independently; make sound decisions and recommendations in regard to Facilities Service Center activities.
• Provide support for the Lock Shops key control system/ distribution input data from work orders tracking cards and key cards for issuance of building access/keys.
• Issue keys to customers when released for issue by Lock Shop tracking date issued.
• Establish and maintain effective working relationships with staff faculty and student assistants.

Computerized Maintenance Management System (CMMS) and other Data Bases

• Process customer requests including but not limited to service requests work orders projects preventive maintenance and non-maintenance; make required entries on the CMMS database.
• Review data keyed by Supervisor Leads and Staff to ensure accuracy and consistency in the CMMS database.
• Maintain and update status of work orders on the CMMS database.
• Maintain and update computerized and paper files on building coordinators emergency response persons and/or entities and other campus points of contact.
• Coordinate with campus customers as required to obtain any additional information needed to fulfill work orders including clarification on services requested chargeback account string location or quantities schedule and any other information relevant to the work request.

Administrative and Project Support

• Provides general administrative support to the FPDC department.
• Provides physical and electronic filing support including filing and organization of the departments archive room.
• Provides meeting scheduling and coordination including setting up virtual meeting rooms and arranging parking permits for visitors.
• Provides general clerical support for the departments capital projects including filing draft correspondence letters and memos scheduling meetings obtain parking passes and general filing and organization duties.
• Aids FPDC project managers and staff with general project coordination tasks as assigned.
• Research and evaluate data from available departmental files and other sources to provide reporting as needed.
• Reviews operational and procedural problems to develop recommend and evaluate proposed solutions.
• Help with special assignments and projects needed.
• Works with the Facilities Service Center Lead on new procedures and identifying processes requiring review or update.
• Assist in auditing time and material tracking to ensure data is accurate.
• Assist Facilities Service Center Lead with other clerical duties as needed such as updating the monthly call back list.
• Assist facilities supervisors with word processing and formatting of written or dictated notes on all paperwork.
• Welcome on-site visitors to include contractors vendors and campus personnel; determine nature of business answer questions and direct individuals accordingly.
• Draft letters documents memorandum reports spreadsheets charts forms and other correspondence in support of Facilities Planning & Management.
• Maintain and update Facilities Service Center dispatch telephone lists.

Other Duties / Responsibilities

• Serve on department and/or university committees as directed.
• Back-up support for updating employee building access; verify issued and returned keys.
• Assist payroll with pick-up and distribution of pay vouchers.
• Provide logistical support for activities of leadership team: schedule meetings draft agendas create meeting minutes make announcements and routes mail notices and flyers to appropriate individuals.
• Perform other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• Comprehensive detailed knowledge of university infrastructure policies and procedures.
• Thorough mastery of English grammar punctuation and spelling.
• Expertise in using office software packages technology and systems.
• Ability to independently interpret and apply policies and procedures exercising judgment and discretion when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to inquiries and requests related to the work area.
• Ability to understand issues from a broader perspective and anticipate how administrative problems and solutions affect other areas.
• Ability to analyze operational and procedural problems and develop recommend and evaluate solutions.
• Ability to perform business math analyze budgetary data and make accurate projections that require inference.
• Ability to effectively write and present reports.
• Ability to manage interpersonal interactions effectively at all levels including highly sensitive situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

• Experience in utilizing resource asset and maintenance management database software systems such as PeopleSoft SimpleK and TMA.
• Experience with work order management and CMMS (Computerized Maintenance Management Systems).
• Experience with public works processes and requirements.
• Experience using multiple methods of communication including RF (radio) and electronic mobile communication devices.
• Ability to independently manage multiple work unit priorities and projects.
• Ability to effectively handle a broad range of interpersonal contacts including higher-level and sensitive interactions.
• Experience working within a diverse community.
• Demonstrates professional respectful and inclusive conduct in all workplace interactions.

Compensation and Benefits:

Initial salary step placement will be Step 1 ($4367/month) for qualified candidates.

CSU Classification Salary Step Range: $4367 - $6362 per month (Step 1 Step 20)

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical dental and vision plans membership in the California Public Employees Retirement System (CalPERS) sick and vacation time and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time / Non-Exempt / Probationary

Schedule: Monday through Friday (8:00 am 5:00 pm) some evenings/weekends.

Staff: The application deadline is: February:55PM

As of January 1 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g. H1B F1 STEM OPT).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment which may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Drivers License Check

Possession of a valid Drivers License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid drivers license and reflects driving record.

I-9

CSUSB hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission California State University San Bernardino seeks a campus climate that welcomes celebrates and promotes respect for the entire variety of human experience. We welcome people from all backgrounds and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create promote and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit hire train and administer all personnel actions without regard to race ethnicity religion color caste national origin ancestry age sex gender gender identity gender expression sexual orientation socioeconomic status genetic information medical condition disability marital status protected military or veteran status or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination Sexual Harassment and Sexual Violence including Domestic Violence Dating Violence and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB please visit Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at

Smoking

CSUSB is a smoke and tobacco-free campus. See policy athttps:// Act

In compliance with state and federal crime awareness and campus security legislation including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) the Cal State San Bernardino Annual Security and Fire Safety Report is available at: Experience:

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